Purdue Extension Dubois County February 2016 Clover Chronicles Thank you!!! This past month has been a difficult one in Dubois County due to the discovery of avian influenza. We know it was an inconvenience to move meetings and cancel events due to the Fairgrounds being closed. However, you have been so patient and understanding. We appreciate it! The Fairgrounds are officially up and running again! 2016 Updates & Information At the upcoming 2016 fair, the Swine Committee has decided not to bring in people to take hogs to market after the fair. All 4-H members will be responsible for arranging a way for hogs to leave the fairgrounds after fair. All ordering for manuals, t-shirts, and pins will now be done through 4HOnline by each member. See inside for details. Any project that utilizes other sources must include a reference page showing where the information was retrieved. Inside this issue T-Shirt Design Contest... 2 Premise ID Info.... 2 Ordering Info... 2 Ordering Instructions... 3 4HOnline Terms... 3 Training Dates... 4 Queen s Contest... 4 Volunteer Information...5 All craft projects will now be judged based on grade level instead of years in project. Livestock Show Schedule.5 Additional Pages Include... All animals entered in 4HOnline must have a premise ID. See inside for details. Showmanship will take place along with each livestock show this year. Supreme showmanship will take place on Saturday. New Mini 4-H contest during Queen s Contest. See inside for details. Electric kits (levels 1-3) are now available for purchase at the Extension Office In case you missed it... Memo from BOAH regarding avian influenza p. 6 Directions on how leaders can file an E-postcard for your 4-H club p. 7-10 When to Get Special Events Activity Insurance Guide p. 11-13 1
T-Shirt Design Contest We are asking for t-shirt designs for the front of our 4-H T-shirts. Anyone (4-H Member, Parent, Volunteer, etc.) interested in creating a design should submit entries to Purdue Extension-Dubois County BEFORE February 26, 2016. Special attention will be given to t-shirt designs that incorporate the theme of passing the torch which relates to both Indiana s bicentennial as well as the upcoming Olympic Games. All entries will be considered and looked at by the Dubois County 4-H Junior Leaders. Once the top five have been selected, the 4- H Council will announce the winning shirt. Please note that creative rights will be given to the t- shirt printer Questions? Contact the Office at 812-482-1782 or email: jmonarch@purdue.edu Animal/Premise ID Information All Animals entered in 4HOnline MUST be connected to a specific location via premise ID. If the location has a premise ID, enter that number. Call Indiana Board of Animal Health at 317-544-2381 to confirm whether you have an ID and to determine what address it is. Please put pending under premise ID if you are still in the process of getting one. ALL animals MUST be entered in 4HOnline by May 15th. That includes their premise IDs. 2 Ordering Manuals, T-Shirts, and Pins This year, 4-H members will be able to order their own manuals, t-shirts, and pins through 4HOnline. The club leaders are no longer responsible for collecting and turning in this information. Instructions have been posted to 4HOnline on the home page. There are also instructions in this newsletter. Members will have until May 1st to request t-shirts and/or pins. Members will have until May 15th to request any manuals and sign up for projects. Any manuals, t-shirts, and pins requested after these dates cannot be guaranteed.
Instructions for ordering t-shirts, pins, and manuals We have created instructions for how to order t-shirts, pins, and manuals through 4HOnline. The instructions can be found on the homepage when you log into 4HOnline. One you log in, there should be a list of newsletters and instructions. Find the one that says t-shirts and pin order form instructions. (See picture below) The directions will walk you through how to order t-shirts and pins. REMINDER: The deadline to request t-shirts and pins is May 1st. You can also find instructions for requesting manuals in the same location on 4HOnline. REMINDER: The deadline to request manuals is May 15th. 4HOnline Terminology Many have asked what certain terms mean in 4HOnline. The account status can mean different things. Here are the types of statuses and what they mean: Active: Active means that you are signed for 4H and paid in full. There should be no restrictions on what can be done in 4H. Pending: Pending means that you are signed up in 4Honline, but we are waiting on something before we can officially approve you. Members: Pending is usually in regards to a payment that we are waiting on. If you pay by check, approval takes longer because we must go through the state. Scholarships and other important submissions cannot be done unless your account status is active. Volunteers: Pending usually means we are waiting on something with your application whether it is an application, references, or something else. Volunteers really shouldn t work with children until they are in active status. Inactive: Inactive means that you have not re-enrolled for 2016. It is essential that all working volunteers are enrolled in 4HOnline if they are working with children. 3
Queen Contest *NEW for 2016* Volunteer Learning Opportunities Feb. 18, 7pm Meaningful Meet-Ups: How to Run Effective Club Meetings Feb 22, 5:30pm Meaningful Meet-Ups: How to Run Effective Club Meetings March 24th, 5:30pm Ages & Stages: Tips & Tricks for All Youth Age Groups March 30th, 7pm Ages & Stages: Tips & Tricks for All Youth Age Groups *April 12th, 5:30pm Proceed at Your Own Risk: A Guide to Risk Management *April 20th, 7pm Proceed at Your Own Risk: A Guide to Risk Management May 11th, 5:30pm Pathway to Project Check-in: For All Things Fair Entry May 16th, 7:00pm Pathway to Project Check-in: For All Things Fair Entry *Sept. 13th at 5:30pm #4HGrowsHere: A Guide to Enrollment & Growing 4-H Sept. 19th at 7:00pm #4HGrowsHere: A Guide to Enrollment & Growing 4-H 4 *signifies a change to the original date or time The Queen Contest will take place on Sunday, July 10th at Jasper High School. Applications for the queen and mini contest will be released at the same time. We will be sending out the applications when they become available. Follow the Dubois County 4-H Fair Queen Contest Facebook page for all the updates.
ATTENTION VOLUNTEERS! It is essential that all volunteers who are working with children be officially approved through us before volunteering. That includes all new and returning volunteers. In order to be an approved volunteer, you must have done the following: Completed the initial volunteer application and submit to the office Enrolled for the current year in 4HOnline Completed the minors safety training online or in person (MUST be done every two years) If your status is not ACTIVE in 4HOnline, it means you have not been officially approved for 2016. New volunteers should receive a confirmation email when they are officially approved. Returning volunteers should check their status in 4HOnline. If your status is not ACTIVE, then you have not been officially approved yet for 2016. NO ONE SHOULD BE WORKING WITH YOUTH UNLESS THEY ARE OFFICIALLY APPROVED. This rule is designed to protect volunteers, youth, and Purdue. 2016 Livestock Show Schedule (Current) This is the schedule of the animal shows as of now. We will alert members of any changes or updates to this current schedule as they are determined. 5
PREVIOUS ANNOUNCEMENT REGARDING THE FAIRGROUNDS & POULTRY INDIANA STATE BOARD OF ANIMAL HEALTH Michael R. Pence, Governor Bret D. Marsh, DVM, State Veterinarian Memo To: Dubois County Fair Board and Purdue Extension From: Bret D. Marsh, DVM, Indiana State Veterinarian Date: 1 February 2016 Office of the State Veterinarian Discovery Hall, Suite 100 1202 East 38 th Street Indianapolis, IN 46205-2898 Phone: 317/544-2400 RE: Use of Dubois County Fairgrounds First, let me state that the Indiana State Board of Animal Health (BOAH) is extremely grateful to the Dubois County Fair Board and Extension team for your willingness to support our avian influenza response activities, including allowing responders to use the facility as a home base and staging area for our work. The facility was exactly what we needed, when we needed it, and had a direct and significant impact on our and USDA s ability to respond. Thank you. Flu Virus Impact I want to reiterate two important points about this H7N8 influenza virus: This does not pose a food safety hazard; properly cooked egg and poultry products are safe to eat, and, The U.S. Centers for Disease Control (CDC) has stated that this virus has never been associated with human cases in the United States or the world. Withdrawal from Fairgrounds With the completion of on farm activities in the county, state, federal and contractor equipment and staff have been withdrawn from the fairgrounds. A scaled down supply of response gear has been retained and stored at another site, should it be needed again. The process of withdrawal included cleaning (power washing) and disinfection of all buildings that were utilized for response. This is standard procedure to ensure no virus particles are present. Use of Fairgrounds Use of the fairgrounds for activities with people, pets, livestock and even birds can and should continue as normal. Use of the grounds and facilities for response presents no risk of infection with this flu virus to humans and animals that will subsequently visit the grounds. Likewise, BOAH has no plans to suspend poultry shows and fairs this year. Therefore, planning for summer events should proceed as usual, in anticipation of a normal fair season. More information about avian influenza and response efforts is online at: www.boah.in.gov. Or feel free to contact us at animalhealth@boah.in.gov. 1889-2014: Celebrating 125 years of safeguarding Indiana s animals, food supply and citizens. An equal opportunity employer and provider. 6
CLUB LEADER INFORMATION January, 2016 Dear 4-H Volunteer, This letter provides you with information to help your 4-H Club or 4-H Affiliate fulfill the annual Internal Revenue Service (IRS) reporting guidelines for the 2015 tax year. These guidelines apply to all 4-H Clubs and 4-H Affiliates that are included under the Purdue Group Exemption Number (PU GEN), 5924. ***As a 4-H Club or 4-H Affiliate, it is required that you file with the IRS annually in order to maintain your federal tax exempt status and to avoid possible significant financial penalties for failure to file.*** If you have questions regarding these steps, please contact the County Extension Office. Please do NOT call the IRS directly! If your 4-H Club or 4-H Affiliate s annual gross receipts are: $0 up to $50,000 file Form 990-N, Electronic Notice (e-postcard) for Tax-Exempt Organization not Required to File Form 990 or 990-EZ. More than $50,000 file Form 990, Return of Organization Exempt from Income Tax, or Form 990-EZ, Short Form Return of Organization Exempt from Income Tax. Filing of these forms should be completed with the assistance of a professional tax advisor. Be sure to include the 5924 GEN on the Form 990. NOTE: the $50,000 gross receipt threshold is calculated by the average of the current tax year s gross receipts and its two prior years. Timeline for filing: all eligible and qualifying organizations, which have been operating for at least one year, must file the appropriate 990 form by May 15 th, 2016 (the accounting year for all 4-H Clubs and 4-H Affiliates that are a part of the Purdue Group Exemption Number is January 1 through December 31). Steps for filing the 990-N e-postcard include: Visit http://www.irs.gov. Select Filing from the main menu near the top of the page. Select Charities and Non-Profits (from the left column), then click on e-file for Charities and Non-Profits. Click on the e-postcard (Form 990-N) link found under the heading, FORM 990-N (e- Postcard) Annual electronic filing requirement for small tax-exempt organizations, to find instructions for the annual electronic filing requirement for small tax exempt organizations. From this page, go to the How to File box to find the link to file an e-postcard. Note: there are two options listed this year, depending upon the time that you file, as shown below. 7
CLUB LEADER INFORMATION If you are filing by February 28, 2016, follow the instructions below: o Click on the link for the Urban Institute: http://epostcard.form990.org/ o You will be leaving the IRS site to do the actual filing, so click on the Leave IRS Site box to proceed. o Follow instructions to: (1) Register as a New User (If you already have a Login ID for this 4-H organization from filing in a previous year, you may skip this step and start at #2 below.) a. Request a Login ID as an Exempt Organization. b. Enter the 4-H organization s EIN. c. Wait for an e-mail from the IRS with a Login ID Activation Notice. Click on the link in the e-mail to activate your login ID, then proceed to step 2. Keep a copy of this e-mail with the Login ID for reference in future years. (2) Create your Form 990-N (e-postcard) a. Enter your Login ID and password from the filing you completed in a previous year for this 4-H group. If you do not recall the information, follow the instructions printed on the screen. You may be asked to reset your password. b. On the first screen, verify your filer information. If your information is correct, click on the Yes option. If you have revisions to make, select the No option to make the necessary revisions before continuing. c. On the second screen, you ll be asked to: Verify the organization s tax year (1/1/15 12/31/15). Indicate whether or not the organization was terminated in 2015. Verify that the organization earned $50,000 or less in gross receipts in 2015. Trustees of Purdue University should appear for the Organization s legal name on line 1; you do not need to enter your 4-H group s legal name on line 2. The EIN of the 4-H group will appear; you should not need to do anything further here. Click Next Page. d. On the third screen, you ll be asked to enter information about the 4-H group. Please use the organization name, address, and contact name that was on record with the Extension Office for the 2015 tax year. 8
CLUB LEADER INFORMATION Enter your organization s official name in the Doing Business As (DBA) line. Enter an in care of name (the primary contact person for the 4-H group). Enter the organization s mailing address. There is no need to enter the organization s website address. Enter the name and address of the individual who is the principal officer (typically the same name as the in care of name and the same address as the organization s mailing address entered previously). (3) Submit your Form 990-N (e-postcard) a. Click Submit Filing to IRS button. b. You ll have the chance to save your information and then submit the e-postcard to the IRS. c. E-mail notification will be sent from the IRS within approximately 30 minutes indicating whether or not the filing was accepted by the IRS. If your filing was NOT successful, please do NOT call the IRS as instructed in the e-mail you will receive from the IRS; instead, read and follow the steps outlined in the following paragraphs of this letter. (4) Keep a copy of this notification in your 4-H organization s tax records and also provide a copy of the notification to the County Extension Office. If you are filing on February 29, 2016, or after, follow the directions that will be provided on the IRS website to complete your one-time registration and file your e-postcard. Notification of Unsuccessful Filing: Some 4-H Club and 4-H Affiliates may not be successful with filing a 990-N. The primary reason for an unsuccessful filing is that, although the organization is eligible for inclusion under the Purdue GEN, its record has not yet been listed or recognized by the IRS under the Purdue GEN. There continues to be a substantial delay in processing records that were submitted to the IRS as a part of the transition to the PU GEN. You may also receive notification that the IRS cannot determine your organization s fiscal year. If your 4-H organization is NOT able to successfully file a 990-N, please follow these steps: Please do NOT call the IRS directly as the instructions provided by the IRS in the rejection notice recommend. Instead, print the notification that you receive indicating that the IRS has rejected the e- Postcard filing or that it does not recognize the 4-H organization s EIN or its tax filing year. Keep a copy of this printed notification in your 4-H organization s tax records and also provide a copy of the filing notice to the County Extension Office. No further action is needed. Documentation: All organizations must keep documentation from the IRS in their files for a minimum of seven (7) years including confirmation of successful filing and documentation of unsuccessful attempts to file the 990-N. Questions: If you have questions regarding these procedures, please contact the County Extension Office for assistance. Please do NOT contact the IRS directly. NOTE: over the past year, several 4-H Clubs and 4-H Affiliates have received notification that their federal tax exempt status has been revoked by the IRS due to the organization s failure to file an annual return with the IRS. 4-H Clubs and 4-H Affiliates who have filed annually and who have maintained records of their filing (or unsuccessful attempts to file) are able to successfully prove their compliance with the IRS filing requirements. 9
CLUB LEADER INFORMATION 4-H Clubs and 4-H Affiliates who have neglected to file annually with the IRS or who have not maintained records of their filing (or unsuccessful attempts to file) are faced with the loss of their federal tax exempt status and with substantial financial penalties imposed by the IRS, which they cannot afford! Please do not ignore this request to complete your 4-H Club s or 4-H Affiliate s annual IRS filing requirements by May 15 th! Thank you for your assistance in complying with the annual IRS filing guidelines! Sincerely, 4-H Youth Development Extension Educator 10
Purdue Extension Dubois County Mission: We deliver practical, research-based information that transforms lives and livelihoods. Vision: We will be a leader in providing relevant, high-impact educational programs that transform the lives and livelihoods of individuals and communities in Indiana and the world. Event Location Codes AFO = Annex / Fair Office CP = 4-H Fairgrounds Clover Pavilion CPO = Clover Pavilion Office TBA = To Be Announced 4-H Calendar of Events Feb 18: Volunteer Training, 7-8pm, CP 22: Volunteer Training, 5:30-6:30pm, CP 22: Awards Committee Meeting, 7pm, AFO 29: 4-H Council Meeting, 6:30pm, AFO March 6: Camp Counselor Training, 2-7pm, Spencer County Fairgrounds 13: Camp Counselor Training, 2-7pm, Spencer County Fairgrounds 22: Junior Leader Meeting, 7pm, CPO/CP 24: Volunteer Training, 5:30-6:30pm, CP 28: 4-H Council Meeting, 6:30pm, AFO 30: Volunteer Training, 7-8pm, CP April 12: Volunteer Training, 5:30-6:30pm, CP 12: Junior Leader Meeting, 7pm, CPO/CP 20: Volunteer Training, 7-8pm, CP 22: Share the Fun, 6pm, TBA 25: 4-H Council, 6:30pm, AFO Equal Opportunity Statement It is the policy of the Purdue University Cooperative Extension Service that all persons shall have equal opportunity and access to the programs and facilities without regard to race, color, sex, religion, national origin, age, marital status, parental status, sexual orientation, or Purdue Extension - Dubois County Office 1482 Executive Blvd., Suite A Jasper, IN 47546-9300 Telephone: (812) 482-1782 www.extension.purdue.edu/dubois RETURN SERVICE REQUESTED Non-Profit U.S. Postage PAID Jasper, Indiana Permit No. 189